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Security and HIPAA

You're trusting us with medication records, health forms and Medicaid numbers. Here's how we protect them, in plain terms.

Download the sample BAAAsk us a question

A signed BAA with every center

Under HIPAA your center is the covered entity, and we are your business associate. We sign a Business Associate Agreement with you before any participant information goes in. It's included on every plan.

What the agreement covers

  • We use participant information only to run the app for you
  • We keep HIPAA safeguards in place, and so do our providers
  • We report breaches and security incidents to you
  • You can get copies of records when a participant asks
  • We return or delete your records when you leave
Sample BAA (PDF, 4 pages)

How we protect your records

Encrypted everywhere

  • Every connection uses HTTPS (TLS 1.2 or newer), including the mobile apps and the public form links.
  • Databases and uploaded files are stored encrypted with AES-256, with keys managed by AWS.
  • Health records, SSN, SIS, Medicaid and Medicare numbers are encrypted a second time by the app, field by field, with AES-256-GCM.

Only the people who need it

  • Everyone signs in with their own account. There are no shared logins.
  • You choose what each person sees. A driver can have the floor and nothing else.
  • Family members see only their own loved one, read only.

Sign-in protection

  • Passwords are hashed with bcrypt and never stored in plain text.
  • Turn on two-factor authentication for your center, with codes by text or email.
  • The app signs people out after 15 minutes idle, and temporary passwords must be changed at first sign-in.

A record of who did what

  • The audit log shows who opened or changed which record, and when.
  • Admins can run reviews of the log and sign them off.

Backups

  • The database is backed up automatically every day, and backups are kept for 7 days.
  • Uploaded documents and photos are versioned, so an overwritten or deleted file can be recovered.
  • Production databases are protected against accidental deletion.

Built on AWS

  • The app runs in Amazon Web Services data centers in the United States, which hold SOC 2 and ISO 27001 certifications.
  • Encryption keys and passwords for our systems live in a separate secrets manager, not in the code.
  • Every sign-in is scoped to one center, so a center sees only its own records.

We check the website, the app and our forms every minute, and we're alerted when something fails. See current status.

HIPAA is a shared job

Software can't make a center compliant on its own. Here's how the work splits.

What we do

  • Sign a Business Associate Agreement with you
  • Encrypt, back up and monitor the service
  • Keep each center's records separate
  • Tell you about a breach that affects your records
  • Return or delete your records when you leave

What your center does

  • Give each staff member their own account
  • Choose what each position can see
  • Remove access when someone leaves
  • Link only the right family members to each participant
  • Sign out on shared computers

The app makes these easy. See roles and access in the help center.

Security questions

The full details are in our Privacy Policy and Terms of Service.

Will you sign a BAA?
Yes, with every center, before you enter participant information. You can read the sample BAA now.
Where is our information stored?
In Amazon Web Services data centers in the United States.
Do you sell or share our information?
No. We never sell it or use participant information for marketing. It is shared only with the service providers that run the app, like AWS for hosting and Stripe for payments, and only as needed.
Can we get our records out if we leave?
Yes. Email info@gdidigitalsolutions.com and we'll export them for you, or delete them if you ask.
How do we report a security concern?
Email info@gdidigitalsolutions.com with the subject "Security". We read these first.

Try it with your own participants

Start a 14-day free trial, or book a demo and we'll show you around.

Or call (704) 909-0094.

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